10.75.106    ADMINISTRATIVE PROCEDURES AND REQUIREMENTS

(1)  Recipients must use an accounting system that conforms to Generally Accepted Accounting Principles (GAAP), in accordance with 18-4-311, MCA. 

(2)  Payment for approved expenses under the contract will be paid in a single lump sum after receipt of the following required forms:

(a)  W-9 Form;

(b)  electronic deposit form;

(c)  a completed cash request through Egrants;

(d)  subrecipient agreement form, if funds are to be deposited directly with a designee; and

(e)  expenditure and progress reports and any requested follow-up information submitted to and accepted as sufficient by the Office of Public Instruction.

(3)  Any additional project payments for additional deliverables will be identified in amended contracts with the grantees.

(4)  If unexpected funds have the potential of reverting to the general fund during the fourth quarter of the state's fiscal year, which begins April 1, the Office of Public Instruction may contract directly with an established subrecipient in an amount proportionate to the unexpended funds.

(5)  Contracts that are funded are subject to disclosure, in response to requests received under provisions of the Montana Constitution (Article II, Section 9). Information that could reasonably be considered proprietary, privileged, or confidential in nature should be identified as such in the contract. 

(6)  In performing the work on the project, the grantee must comply with all applicable tribal, state, federal, and local laws, ordinances, and regulations, including any necessary cultural review, and obtain all permits, licenses, etc., required to perform the project. If the program funds are used in conjunction with funds from federal sources, compliance with additional federal regulations and laws may apply.

(7)  The grantee must return to the Office of Public Instruction all funds that are determined by the Office of Public Instruction to have been spent in violation of the grant contract. In addition, any reports mentioned in this subchapter that have not been received by the Office of Public Instruction will result in the grantee being denied approval to receive funds for the following year. If the work or the project is determined to not have been performed or completed as contracted, the Office of Public Instruction reserves the right to declare a default on the contract and demand all funds of the contract be returned to the Office of Public Instruction. 

(8)  Any requested changes to the original scope of work or budget adjustments must be submitted in writing to the Office of Public Instruction. The Office of Public Instruction will determine if the request aligns with the program guidelines which includes all requirements noted in this rule.

History: 20-9-537, MCA; IMP, 20-9-537, MCA; NEW, 2023 MAR p. 1086, Eff. 9/23/23.